How to write application letters for jobs and schools

A student here in Indonesia recently asked me for advice on writing a letter of application to a summer program in Europe. Knowing no details of the program or of expectations in the host country, I drew on my experience in the United States. There, I’ve not only applied successfully to various schools and for numerous jobs, but I’ve reflected on the times I failed. I’ve also served on many hiring committees and participated in graduate-school admissions decisions. So here’s my advice, which I find applicable (ha!) for jobs and for academic programs:

Project a positive attitude. It’s infectious, and, really, your desire to avoid something else (e.g., unemployment or a less prestigious school) is not a convincing reason for someone to favor your application.

Demonstrate that you have a clear idea regarding the position for which you’re applying. Do your homework to find out expected activities.

Make it clear that you really want that particular position, rather than simply a place in some school, program, or business. One year I applied for about seventy academic positions, but I got one that I had marked with two asterisks (highest choice) on my list, in part because I honestly told the hiring committee that it was at the top of my list.

Show that you have personal goals that are appropriate for the position you desire. Here’s where I think I rightly failed in a couple of job interviews. If the job entails a lot of office work, you should be ready to express sincerely how you gain satisfaction by making photocopies or shipping packages.

Be interesting (but not wacko or negative). Let your personality, interests, and past achievements shine through. The people reviewing your application are going to deal with you in person for a while, and they’ll prefer to spend time with an interesting person.

Finally, no one likes to read a poorly written letter – spelling, grammar, punctuation, and following the guidelines all can make a big difference.